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Office Suites
by John Heenan, jc_heenan@a-wares.com - December 18, 2000 at 18:22:11:
This month, we expanded on some of the questions from last month with regard to Format Characteristics and Envelopes in Word. First, I recommended that paragraph marks be displayed during the creation of a document. The paragraph mark, which is an unprintable character, contains the font and paragraph characteristics of the text within the paragraph. To show paragraph marks, click on Tools/Options. Find Formatting Marks in the middle of the dialog box and check the box.To display the formatting characteristics of either the text or the paragraph mark within the document, press Shift-F1 or click on Help and “What’s This?” The mouse pointer adds a question mark. Point to the text or paragraph mark, and click. An information box is displayed giving the details of the font and paragraph styles. Click on any other text and watch the information box change. Press the escape key to remove the information box.
Next, we examined what formatting is applied when you copy text between documents. Word 2000 Help has the answer to this question. “When you copy text between Word documents, the formatting that Word applies depends on the selection you copied.” We looked at the results of a copied selection when it 1) does not include a paragraph mark (¶), 2) is a single paragraph mark, and 3) includes a paragraph mark. We also took note that when you copy text formatted with a specific paragraph style to a document that contains a style with the same name, the text will take on the formatting of the style in the destination document.
How does one create an envelope in Word from scratch without the Wizard? There may be situations when your contact manager or accounting program does not print an envelope of a size and with a font to your liking. A couple of caveats are to be noted. All parameters are dependent on the user’s printer and the direction in which the envelopes are fed. Some experimenting will be necessary. First, go to the Page Setup in the File menu. Under the Margins tab, set the Top and Left margins to .3 and .8 inches in order to get the Return Address as close to the edge as possible. Under the Paper Size tab, choose from the list Envelope #10, for example. Choose Custom size, if you want to set your own dimensions, as in a birthday card. Selecting the orientation is printer dependent, so be ready to use several sheets of paper while testing your new form.
Type your Return Address in the upper right corner, choosing the appropriate font for each line. Hit the Enter key three or four times and insert a table of one cell. This cell is used to contain the Addressee. Insert a paragraph mark inside the Address cell and set its font style. To vertically position the Address cell, either add/remove paragraph marks between the cell and the Return Address, or change their font size. To position the Address cell horizontally, first display the ruler by clicking on View|Ruler. Click to the left of the table. With the cell highlighted, the ruler will now display two icons that control the left and right ends of the Address cell. Slide the left icon to 4" from the left edge and the right icon so that the size of the cell is 4". Save this document as a template. Now you should be able to copy an address into your Address cell. The above positioning is not necessary in Word 2000. Like graphics, tables can now be dragged into position.
Finally, we looked at the Envelope and Label command under the Tools Menu. Once open, the dialog will insert the address that is included in current document. However, an address may be chosen from the Personal Address Book, Outlook Contacts, or in some cases, a favorite contact manager. Click the Options button. On the Envelop Options Tab, choose the Envelope size, Delivery and Return Address fonts. A check mark is available to print the Delivery Point Barcode. On the Printing Options tab, check to see if this is the printer on which you print envelopes. If it is not, you will need to return to the File|Print command to change the default printer. Now choose the direction in which the envelope is fed through the printer.
Next month—I promise we get back to our examination of the differences in Word 97 and Word 2000.
Future Topics: Excel 2000 installation Excel 97 vs. Excel 2000
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